Fundraising Policy
Purpose
CarShield AAA Hockey recognizes that fundraising can be an important tool for helping teams and families offset the costs associated with competitive hockey. The purpose of this policy is to support reasonable fundraising efforts while ensuring appropriate oversight, financial accountability, transparency, consistency, and protection of the Club, its members, and its relationships within the community.
Fundraising Approval and Communication
All fundraising activities conducted by a CarShield AAA Hockey team, player, parent group, coach, manager, or other representative of the Club must be communicated to and approved by Club staff prior to the fundraising activity beginning.
Fundraising activities should not be conducted independently or outside the knowledge of Club staff.
This oversight is intended to:
- Maintain transparency regarding fundraising conducted in the Club's name.
- Avoid conflicts between teams or simultaneous solicitation of the same businesses, organizations, or community partners.
- Protect existing and prospective Club sponsorship relationships.
- Ensure fundraising activities appropriately represent CarShield AAA Hockey.
- Provide appropriate financial oversight and accounting for funds raised in connection with the Club.
- Provide appropriate oversight when the Club's name, logo, tax information, or other organizational resources are used.
Use of the Club EIN
Use of the CarShield AAA Hockey/St. Louis Prospects Hockey Club Employer Identification Number (EIN) or other tax information for fundraising purposes is permitted only with prior approval from Club staff.
No player, parent, coach, manager, team, or other individual may provide, publish, distribute, or otherwise use the Club's EIN without authorization.
Approval of a fundraiser does not automatically constitute approval to use the Club's EIN. Any intended use of the EIN should be specifically identified when seeking approval for the fundraising activity.
Collection and Handling of Fundraising Proceeds
All funds raised through an approved fundraising activity conducted on behalf of a CarShield AAA Hockey team, player, or the Club must be processed through the Club's designated financial accounts.
Fundraising proceeds should not be collected or held in a personal bank account, personal Venmo account, personal Zelle account, or other personal payment account.
Checks associated with fundraising activities must be made payable to St. Louis Prospects Hockey Club.
Electronic payments may be accepted through payment methods designated and approved by the Club. Club staff will provide the appropriate payment instructions, account information, payment link, QR code, or other approved collection method when necessary.
If processing or transaction fees are associated with an approved electronic payment method, those fees will be considered a direct expense of the fundraiser when calculating net proceeds.
The Club may establish or utilize additional electronic payment methods, including a Club-controlled Venmo or similar account, provided the account is owned or controlled by the organization and transactions can be appropriately accounted for and reconciled.
Under no circumstances should a Club fundraising activity require a staff member, parent, coach, manager, or other individual to use a personal financial account to collect or hold Club fundraising proceeds.
Fundraising Proceeds
Unless otherwise approved by the Club, 10% of the net proceeds generated through team or player fundraising activities will be allocated back to the Club, with the remaining 90% designated for the approved purpose of the fundraiser.
For purposes of this policy, net proceeds means the total funds collected through the fundraising activity less reasonable and documented direct expenses necessary to conduct the fundraiser, including applicable transaction or payment-processing fees.
The Club's portion of fundraising proceeds will be specifically designated to support members and families where financial need exists. These funds may be applied toward player fees or other hockey-related Club expenses at the discretion of Club leadership.
The intent of this allocation is to allow fundraising efforts throughout the organization to contribute not only to individual teams or participants, but also to provide meaningful assistance to members of the CarShield AAA Hockey community who may need additional financial support.
Transparency and Financial Accountability
Because fundraising proceeds are processed through Club financial accounts, the Club will maintain appropriate accounting records for funds received and distributed.
Teams and individuals conducting approved fundraising activities are also expected to maintain reasonable records of fundraiser expenses and other information necessary for reconciliation.
Fundraising organizers should be prepared to provide Club staff with:
- The fundraising activity conducted.
- Total funds collected.
- Direct expenses associated with the fundraiser.
- Net proceeds from the fundraiser.
- The intended team, player, or approved purpose to which proceeds should be credited.
- Any other information reasonably necessary for accounting and reconciliation.
Funds raised under the CarShield AAA Hockey or St. Louis Prospects Hockey Club name may only be used for the purpose communicated and approved as part of the fundraising activity.
Community and Sponsorship Considerations
Before approaching businesses, sponsors, donors, or community organizations, fundraising organizers must coordinate with Club staff.
This is particularly important when soliciting businesses or organizations within the local community. Multiple teams independently approaching the same businesses can create confusion, negatively impact Club relationships, or conflict with broader Club sponsorship and fundraising initiatives.
The Club may ask a team or individual to modify, postpone, or discontinue a proposed fundraising activity when it conflicts with an existing Club initiative, sponsorship relationship, or another approved fundraising effort.
Representation of CarShield AAA Hockey
Any fundraising activity using the CarShield AAA Hockey or St. Louis Prospects Hockey Club name, logo, EIN, team identity, or affiliation must be conducted in a manner consistent with the standards and expectations of the Club.
Participation in fundraising does not authorize an individual or team to enter into contracts, sponsorship agreements, financial commitments, or other obligations on behalf of CarShield AAA Hockey or St. Louis Prospects Hockey Club unless specifically authorized by Club leadership.
Questions and Exceptions
Questions regarding fundraising activities, collection of funds, use of the Club EIN, sponsorship opportunities, or application of this policy should be directed to Club staff before commitments are made.
Exceptions to this policy may be approved by Club leadership when circumstances warrant.