Julington Creek Baseball and Julington Creek Travel Baseball
Guidelines for Fundraising and Corporate Sponsorships
The purpose of this document is to establish acceptable practices for Fundraising and Corporate Sponsorships in support of Julington Creek Baseball and Julington Creek Travel Baseball (JCB).
JCB depends on donations and corporate sponsorships to offset operating costs and improve the program. These donations allow JCB to minimize registration fees and allow individuals and companies to support our community’s youths.
CAA, which JCB is a member of has been granted exemption from income taxes under Section 501 (c) (3) of the Internal Revenue Code, as amended. Protecting this status is of the utmost importance to JCB and CAA Board of Director’s and the members.
Generally, there are two types of fundraising efforts:
JCB Association Fundraising: Association fundraising is intended to support JCB’s Cal Ripken and Babe Ruth leagues as a whole. Efforts to raise money to support JCB are normally directed by the JCB Board of Directors with the objective of offsetting general and administrative expenses and supporting strategic projects. For example, Dicks Sporting Goods, TPC fundraiser, and League Sponsors on sponsor board.
Team Fundraising: Travel Teams, Advance Baseball Teams, Cooperstown Team, and All Star teams may raise money to support their individual team’s expenses. All funds raised are for the benefit of the team vs. an individual. Normally, these expenses are minor in nature and cover things such as uniforms, equipment, tournament fees, misc. team expenses, transportation, and award or end of season functions. Coach or a team administrator usually administers these funds. Teams may also participate in board of directors approved concessions arrangements were teams can raise funds through operating concessions. Cal Ripken and Babe Ruth rec teams do not fundraise at a team level.
Guidelines
In order to protect the reputation and tax-exempt status of CAA and JCB it is important to adhere to the following guidelines:
1. If at any time you have solicited a donation on behalf of JCB, CAA, or a JCB/JCT Team, then the donation must be submitted to a JCB/JCT account for deposit (see below for accounting of those funds). A simple litmus test on this is: If you walk out of a room with a donation you received from an individual or corporation and that entity is under the understanding that they will be able to claim a tax deduction for that donation using JCB/CAA tax exempt status, then you have solicited a donation on behalf of JCB/CAA. Failure to pass that donation through to JCB/CAA demonstrates that you have misled that entity and you are exposing yourself to serious personal liability.
2. At no time should a personal bank account be used or another account opened for a Team that is used as a depository for fees, donations, or sponsorships that may be construed as belonging to JCB/CAA. Please note there could be serious legal consequences for operating such an account.
3. Checks should be made payable to “Julington Creek Baseball” and in the memo area reference the team name if raised for a specific team.
4. Any cash received should be submitted in a timely fashion to designatedJCB/CAA account.
5. The JCB Board of Directors have the right to disallow any team fundraising. Team fundraising plans must be submitted to the JCB board by the AB/All Star Director, Travel Coordinator, and Cooperstown Coach. The plan should be a high level outline of known fundraising activities. If the activities are not known at the start of the season, prior to commencement of the fundraising activity the board must approve. Exemptions to board approvals are: Corporate Sponsors paid via check.
6. The donation was made to benefit a youth sports program and the money should be spent on items that benefit the children on the team in regards to player development, team unity, sports education, player recognition, and fun.
7. Any surpluses from Team Fundraising at the end of the season will be “rolled into” the JCB main account. (I.e. Team balances will not be carried over year to year). Allocating a prior year’s team surplus to a new season is an issue that will be worked out between the JCB BOD and the Team Administrator/Coach.
Frequently Asked Questions
1. What does a team say when soliciting a donation?
The exact communication that you make to individuals or companies is up to you. Checks are the desired method of payment.
2. How does a team administrator keep track of Fundraising Activities?
The team administrator must mark deposits into JCB accounts for both checks and cash as fundraising revenue. Additionally, a similar subcategory must be created in the budget under “Fundraising Expenses”. At the conclusion of the season the administrator must submit to the JCB treasurer a signed ledger with all itemized revenue and expenses including brief descriptions along with supporting bank statements. Template attached.
4. Are there any restrictions on how the team’s money can be used?
Obviously YES! While it is not our intention to specifically regulate how a team’s money should be used, common sense should prevail. Remember, the donation was made to benefit a youth sports program and the money should be spent on items that benefit the children on the team in regards to player development, team unity, sports education, player recognition, and fun.