Budgeting, Solicitation and Fundraising

Varsity Head Coaches,

I have had a few occasions this year that relate to these topics so I thought that I should clarify what the BSM policies are surrounding budgeting, solicitation and fundraising.

My best,

Rick Johns '70, CMAA

Director of Athletics and Activities 

Budgeting:

All head coaches will meet the Director of Athletics and Activities before ordering equipment to gain approval. All programs have four accounts:

• Operations: This dollar amount is budgeted for equipment, apparel, entry fees, facility rental and misc. program expenses.

• Transportation: Generally, Coaches don’t have to worry. Coaches need to be concerned when doing overnight trips, otherwise cost is covered.

• Trust Account: (team number). This account is for money raised by teams and is to be used at the coach’s discretion. The school has some amount of accountability for these funds so spending in these accounts still goes through an approval process by the AD and business office. Typically used for banquet deposits and expenses go through this account.

• ITEMIZED Receipts need to accompany reimbursement requests

• No reimbursements will be given without previous consent, the proper receipt(s) and must be submitted by June 30 of the school year purchased.

• Information about your trust account balance and activity, contact: Judy Koski (jkoski@bsmschool.org) or Theresa Collins (tcollins@bsmschool.org) in finance. Send her an email and copy the Director of Athletics and Activities in on every email.

Solicitation and Fundraising:

The school has many fundraising projects for the benefit of the entire school. Teams are asked not to have major individual fundraising projects. Things like media guides, bagging groceries, or Chick-fil-A fundraisers are not considered major.

Active solicitation of funds by a coach is not allowed. If a coach or team still feels they need to raise money beyond their budgeted amount, the coach is responsible for gaining approval and permission from the Chief Advancement Officer and Director of Athletics and Activities.

What to do when you are approached about a gift?

The first thing to remember is that all gift giving conversations go through the Chief Advancement Officer and the Director of Athletics and Activities. There are many things to consider with gifts like the priorities of the school, Title IX implications, and proper acknowledgement of the gift for tax purposes and donor recognition, to name just three.

What to tell a parent when approached about a gift?

If approached by a parent first thank them for thinking of BSM and that we would be happy to discuss a possible gift. Next suggest that we set up a meeting with the AD to look at the scope of the gift and the best way to move forward with it.

Any questions related to fundraising should be brought to the Director of Athletics and Activities.