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Fundraising Committee

 

Immaculate Conception Home & School Association
Fundraising Committee Charter

 

This FUNDRAISING COMMITTEE CHARTER is made as of 4/1/2009 by and between the HOME & SCHOOL ASSOCIATION of the IMMACULATE CONCEPTION SCHOOL.



Table of Contents

Immaculate Conception Home & School Association Fundraising Committee Charter 1

I. Mission. 3
II. Committee Members. 3
III. Name. 3
IV. Term.. 3
V. Meetings. 3
VI. Meeting Attendance. 3
VII. Scope/Roles and Responsibilities. 3
APPENDIX A. 5
Binders: 5

 



I. Mission

The Fundraising Committee provides support and guidance to all individual fundraising efforts within the Home and School Association to help the HSA reach their financial goals.

II. Committee Members

The committee will be made up a chairperson and five ex-officio members including the chair from each from the three major event fundraisers, the chair from the SCRIP program, and the HSA Treasurer.

III. Name

The name of the body will be "The Fundraising Committee".

IV. Term

The committee will be formally in place during the school year.

V. Meetings

Meetings shall be monthly during the school year.  Additional meetings may be required if determined by the Chair to be necessary for reaching committee goals.  All regular monthly meetings shall be scheduled prior to the school year and made known to all committee members.  Meetings may be rescheduled if agreed upon by members of the committee.

VI. Meeting Attendance

The Treasurer and Chair are required at all meetings.  If an ex-officio chair is unable to attend they need to arrange for their Co-Chair from their respective committee to attend in their absence.  In addition, the Committee Chair shall attend monthly HSA board meetings as needed.  The Treasurer will provide a monthly update at meetings not attended by the Committee Chair.

VII. Scope/Roles and Responsibilities

  • The overall financial goal of the Committee should be to raise a minimum of 15%[1] of the total school's operating budget for the prior fiscal year.  This information will be available prior to the school year.
  • The vast majority of funds raised through the Home and School Association come from the three major event fundraisers as well as SCRIP.  For this reason oversight and support for these four endeavors should be of primary focus of the committee.
  • The committee shall be responsible for recommending and scheduling all fundraisers for the following year no later than last committee meeting of the year.  The committee needs to work closely with the HSA and the school staff to ensure there are no conflicts.  
  • In addition to the major fundraisers the committee is responsible for oversight and support for all other smaller fundraisers that may occur throughout the school year.
  • The committee shall act as a liaison between the HSA board and the individual fundraising committees
  • The committee shall be sensitive to the fact that school families, parishioners, and supporters of our school are already asked to contribute financial support in many ways.  For that reason minor fundraisers which solicit funds from school parents or parishioners should only be initiated if the major fundraisers are not collectively producing revenue necessary to meet the overall financial goal of the committee.[2]
  • Any event that is sponsored or organized through the HSA should be classified as primarily either a fundraiser or a social event.  This classification should be determined by the HSA board.  If an event is social, then the Fundraising Committee should not be responsible or provide formal support for that event.  It is then expected that the event would not solicit or charge fees in excess of the actual cost of the event.  It is the responsibility of the Committee to ensure they are aware of the classification and as such should maintain a list of all events where a fee is involved as well as the classification.
  • The committee shall ensure that within 30 days upon the completion of an event fundraiser a detailed financial report is produced[3].  For ongoing fundraisers such as SCRIP an updated financial summary should be maintained.  Financial reports will be communicated to the HSA board by the Treasurer.
  • The committee shall ensure that by the end of the school year each fundraising event will have a complete and updated binder.  Please see appendix A for more information on Binders.
  • The committee should work closely with the Treasurer to monitor the progress of funds gathered via fundraising to ensure that any possible gaps are identified early so that mitigation strategies can be proposed early.
  • All funds that are generated in some way by the efforts of the Home and School Association should be deposited in the HSA bank account so we can provide accurate quarterly and year end reports.
  • The committee shall be responsible for suggesting alternatives to the three major event fundraisers if the need arises due to declining revenue, attendance or viability.  The committee is expected to network with other schools as a means to develop improvements to existing fundraisers and to evaluate new events.  When analyzing possible changes to the major event fundraisers the following should be considered.
  • Ø The existing monetary burden placed upon parish families
  • Ø The effort involved in current and/or proposed fundraisers
  • Ø Variety and marketing potential of current and/or proposed fundraisers



APPENDIX A.

 

Binders:

The purpose of each event binder is to facilitate transition to the subsequent chair of each event.  Therefore, the binders must be continually updated and modified, must contain contact information for all vendors, suppliers and past chairs and must contain a schedule of events that must take place before and during each event in order to maximize the success of each event. Contact information shall include telephone numbers and e-mail addresses to the extent possible.  The binders will be updated annually and finalized within 30 days of each event.  There should be every attempt made to digitize all materials to allow for documents to be searched and indexed as well as being more portable.  The first page of the binder should include a high level overview of the event including time of year when the event occurs, general description of the event, how much revenue it has produced in the past few years, and finally some general tips for the new chairperson. 

[1] This information should be retrieved from the HSA board as soon as the committee is formed

[2] Prior to a proposal for a new fundraiser being suggested to the HSA board, a detailed plan should be created including preliminary task lists, estimated revenue, estimated costs, volunteer work required, and any history of prior similar events from either ICS or other schools or entities.

[3] If there are outstanding bills, payments or income after 30 days, the committee in coordination with the Treasurer should work to produce a draft of the report with these outstanding payments specifically noted so the HSA board and the school leadership can get at least an idea of the revenue generated from the event.