Fundraising Policy

I. Introduction

The Wilmington Jr Seahawks Hockey Association (WSHA) is dedicated to providing an inclusive and high-quality hockey experience for all youth participants in our community.

II. Fundraising Policy & SOP Purpose

The purpose of this document is to establish clear guidelines and procedures for all fundraising activities conducted on behalf of the Wilmington Seahawks Association (WSHA). This ensures that all funds raised support the organization's mission, promote transparency, comply with nonprofit regulations, and maintain equity among teams.

III. WSHA Mission for Fundraising

• Make hockey accessible: Help offset program costs for families.
• Elevate development: Fund training equipment, ice time, and clinics.
• Empower coaches: Support top-tier coaching education and expense reimbursement.
• Fuel competition: Keep our teams strong and competitive.

IV. Scope

This policy applies to:

• Board of Directors
• Committee Chairs
• Team Coaches & Managers
• Parents and Guardians
• Volunteers
• Donors and Corporate Sponsors

This policy governs all types of fundraising activities including organization-wide events, team-specific fundraisers, sponsorships, donations, merchandise sales, and online giving campaigns.

V. Oversight Structure

A. Board of Directors (The leadership body responsible for governing WSHA and ensuring alignment with the organization’s mission and values.)

• Approves the annual fundraising plan and any major fundraising initiatives.
• Ensures legal and ethical compliance.
• Oversees allocation and use of raised funds.
• Supports high-level donor and sponsor relationships.

B. Fundraising Chair (A board-appointed member which may or may not be a parent/guardian in the organization.)

• Leads the planning, coordination, and execution of fundraising efforts.
• Acts as the main point of contact for fundraising ideas, approvals, and support.
• Serves as the liaison between the Board and teams regarding fundraising.
• Maintains donor records, receipts, and acknowledgments.
• Collaborates with team representatives and volunteers.
• Reports monthly to the Board on fundraising activity and status.
• Ensures proper use of organizations branding and tax-exempt status.

C. Team Representative (A team-appointed representative which may be a coach, manager, or parent/guardian.)

• Coordinates, supports, and encourages organization-wide and team participation in fundraising efforts.
• Submits fundraiser proposals for team-specific events to the Fundraising Chair.
• Ensures funds are submitted timely and tracked accurately.
• Works with the Fundraising Chair and Treasurer to request or approve team-related expenses, ensuring they align with WSHA’s approved uses of funds and expense policies.

VI. Guiding Principles

Following these Standard Operating Procedures allows the WSHA to have clear guidelines for fundraising.

• Mission Alignment – Fundraising efforts shall support the organization’s mission to provide safe, inclusive, and competitive youth hockey opportunities.
• Compliance and Transparency – To preserve our 501(c)(3) and tax-exempt status, all fundraising activities shall follow proper reporting and tracking protocols through official accounts.
• Equity – Organization-wide fundraising must be fair and inclusive across all teams. 
• Brand & Reputation - All efforts shall protect WSHA’s brand, uphold the organization’s reputation, and foster positive relationships with donors and the community.

VII. Types of Fundraising and Guidelines

A. Organization-Wide Fundraisers

• Applicability: Must be of general benefit to the organization as a whole and shall be reviewed and approved by the Fundraising Chair and Board.
• Examples of fundraisers include, but are not limited to:
• Events such as golf tournaments, community skate nights, and local restaurant partnerships.
• Sales of branded gear through approved vendors.
• Partnerships with local businesses for sponsorship opportunities.
• General campaigns seeking donations from individuals and businesses. Campaigns can be conducted online, through social media, in person, or through other approved means.
• Allocation of funds: Proceeds may be allocated to the WSHA fundraising fund or distributed equitably across teams based on Board-approved criteria (e.g., participation, need, etc.)
• Use of funds examples:
• Equipment purchases and maintenance.
• Tournament registration fees.
• Facility rentals for ice and training.
• Player development (extra ice time, clinics).
• Coaching certifications and education.
• Volunteer certifications (SafeSport, background checks).
• Organization-wide team events and end-of-season celebrations.
• Reduced registration fees for all players.
• Modest gifts for players and coaches (e.g. t-shirts, medals, water bottles).

B. Team-specific fundraisers

• Teams may propose fundraisers for specific expenses (e.g., travel, tournament fees, team building dinners, etc.) (See Section VIII Fundraising Approval Process)
• Fundraiser proposals must be submitted to the Fundraising Chair, who will coordinate with the Board, for approval to ensure compliance with WSHA policy and IRS rules.
• Team fund allocation:
• Funds raised at the team level will follow a 90/10 split (90% to the team and 10% to WSHA’s fundraising fund). Donations cannot be further restricted or special-use funds designated for specific individuals, or families will not be accepted, ensuring compliance with IRS 501(c)(3) regulations and equitable distribution. The Board reserves the right to review this allocation annually to ensure alignment with the overall goals of the WSHA.
• Use of funds examples:
• Travel and lodging costs directly related to team events (e.g., coach lodging, team transportation), but not reimbursements for individual family travel or accommodations.
• Tournament fees beyond those covered by WSHA.
• Additional training or skill development sessions.
• Team-building events and meals.

C. Donations and Sponsorships

• All donation and sponsorship solicitations must be coordinated through the Fundraising Chair and Board to avoid duplication and donor fatigue.
• All donations above $250 will be issued official IRS-compliant receipts. 
• Recognition of sponsors must be approved to ensure brand consistency and compliance.

VIII. Fundraising Approval Process

• Any fundraising initiative must be submitted in writing to the Fundraising Chair to Fundraising@juniorseahawks.org.
• The Fundraising Chair reviews and forwards to the Board for final approval. 
• The team conducts fundraisers in alignment with nonprofit status (no direct personal benefit).

IX. Financial Management and Oversight

A. Handling of Funds 

• All fundraising and expense-related activities must be processed through WSHA’s fundraising account to ensure transparency, IRS compliance and proper oversight.
• Team funds are tracked separately within the organization's accounting system but are not to be held independently by teams or individuals. 
• All funds raised by teams must be deposited directly into WSHA’s bank account 
• Preferred method of payment is through WSHA GiveButter account or a check directly to WSHA with proper details to ensure correct allocation of funds. 

B. Use of Funds

• Funds must be used only for pre-approved organizational or team purposes as outlined herein.
• All expenses must follow the organization’s disbursement policy and require proper documentation.
• Payments for approved team expenses (as outlined herein,) will be made directly by WSHA’s Treasurer or another authorized Board member.
• Teams must submit a written request for any payment or expense reimbursement by vendor invoices or receipts.
• Reimbursements for pre-approved expenses will only be made after proper documentation is reviewed.
• A virtual debit card may be issued to an appointed member at the team level for a fixed amount once a team-specific fundraising fund has been set up and reached a minimum threshold of $500.
• Monthly financial reports will be provided by the WSHA Treasurer for each team's account balance and transactions.
• Unauthorized or undocumented spending is prohibited and may result in corrective action, including forfeiture of team funds or revocation of team-specific fundraising (see Section XIV Policy Violations)

X. Excess Funds Policy

All team-specific funds must be used during the current season and no later than April 1st. Any remaining funds as of April 1 of each year will be rolled over into WSHA’s fundraising fund to support future programming.

XI. Communication and Marketing

• All fundraising materials must be reviewed by the Fundraising Chair, Board and Public Relations Chair for brand consistency and compliance.
• Use of the organization's logo or tax ID for fundraising purposes without approval is prohibited. 

XII. Conflicts of Interest and Ethics

• Fundraising activities must comply with IRS 501(c)(3) regulations and applicable federal, state, and local laws.
• Soliciting Personal Donations: Individuals may not personally benefit from funds raised in the name WSHA (e.g., “Please donate to help Sam attend a tournament”).
• Misusing the WSHA Name or Logo: individuals cannot use the WSHA name, logo or affiliation to raise funds outside of approved fundraising channels.
• Personal Crowdfunding Campaigns (e.g., GoFundMe): personal campaigns using WSHA’s team name or claiming affiliation with the organization are prohibited unless approved in writing by the Fundraising Chair and Board.
• Private Benefit and Earmarking: Donations that benefit only one player, family or small subset of players cannot be solicited under WSHA’s name.
• Unapproved Sponsorships: No individual may approach businesses for sponsorships or donations without coordination through WSHA’s Fundraising Chair, committee and Board to avoid conflicts or duplicate requests. 
• Misrepresentation of the organization or misuse of funds is grounds for disciplinary action.
• Confidential donor information must be protected and only accessed by authorized personnel.

XIII. Legal Compliance

• All solicitations must be truthful, transparent, and accurately represent the organization’s mission and purpose.
• Donor lists are confidential and managed only by the Fundraising Chair, Fundraising Committee, Board, and Treasurer.
• Donors must not receive goods/services beyond IRS de minimis thresholds unless properly documented.
• All fundraising activities must comply with applicable federal, state, and local laws, including IRS 501(c)(3) regulations.
• Misrepresentation, fraudulent activity, or misappropriation of funds is strictly prohibited and will result in disciplinary action, removal from position, and possible referral to law enforcement.
• All fundraising financial records are subject to review and audit by the Board or an independent auditor at any time.

XIV. Policy Violations

Any violation of this policy may result in:

• Suspension of fundraising privileges
• Forfeiture of funds raised
• Disciplinary action by the Board, up to and including removal from a leadership role or team

XV. Acceptable Alternative 

If families wish to fundraise individually, they may do so without using WSHA’s name, logo, or affiliation and must clearly state that the funds are not tax-deductible and not connected to the organization.

XVI. Policy Review and Amendments 

This policy will be reviewed annually by the Board in collaboration with the Fundraising Chair to ensure continued compliance with IRS 501(c)(3) regulations and state nonprofit laws. Updates or amendments must be approved by a majority vote of the Board of Directors.

XVII. Acknowledgement

All individuals involved in fundraising efforts (including team managers, coaches, and volunteers) must acknowledge each year indicating they have read, understand, and agree to comply with this policy.

Compliance with 501(c)(3) Regulations: WSHA is a registered 501(c)(3) nonprofit organization. All fundraising and fund allocations must benefit the team or organization as a whole and not any individual player or family. Activities or donations that could jeopardize the organization's tax-exempt status are strictly prohibited.