1. Establish a means to capture and monitor SYC fundraising events and information.

2. Establish a streamlined process to ensure all SYC-associated fundraising adheres to all legal statutes, regulations, and policies to include but not limited to tax laws, gaming laws, federal statutes, state regulations, county policies, etc.

3. Provide a means of support to SYC fundraising efforts with the goal of increasing profitability and policy adherence.

4. Provide guidance that ensures the safety of our membership while maintaining the image of a professionally run organization.

The SYC General Manager is responsible for reviewing and approving/declining SYC fundraiser opportunities; provide guidance and support where appropriate; monitor fundraising progress; and utilize fundraiser feedback to formulate process improvement.

General Manager: Dotty Talbott

1. Definition: Process of gathering voluntary contributions of money or resources by requesting donations or purchases from individuals, businesses, charitable foundations, and/or governmental agencies.

2. Tax Deduction: Donations are tax deductible through SYC’s 501(c)3 non-profit status. Donors should refer to local, state, and federal laws for additional guidance.

3. Deposits: All funds received must be deposited directly into SYC’s bank account.

4. 501(c)3 status: Individual teams and sports are not recognized as non-profits by the IRS. Individual sports and teams may not use new or existing non-profit federal ID numbers when representing SYC in a fundraiser.

SYC Fundraisers fall into 2 categories:

• The fundraiser does not require any advance purchases - such as a service or soliciting direct donations.

• The fundraiser does require an advance purchase where a product needs to be purchased for resell at a profit - such as the purchase of spirit wear to be sold as a fundraiser.

If an SYC associated fundraiser is desired, the following process should be followed:

1. Identify a Fundraising Coordinator (from the Office, Sport, or Team) for the fundraiser.

2. Complete and submit the online SYC Fundraising Request Form no less than fifteen (15) business days prior to desired fundraising start date.

3. Upon submission, an emailed copy of the form is sent directly to the sports commissioner or designated authority for initial approval. Once approved, the completed form is forwarded to the fundraising committee for final approval.

4. The SYC General Manager will review and provide approval/denial response to the Fundraising Coordinator within 5 business days of receipt of the SYC Fundraising Request Form.

   1. If approved, proceed with fundraiser as stated in the form.

   2. If declined, explanation will be provided. Resubmit or revise as appropriate. If a further explanation is required, send an inquiry to dottytalbott@sycva.com. 

5. The General Manager/SYC office staff will ensure to de-conflict date, time, or location with other SYC events during request review process.

6. Purchases and donations are collected from donors via platforms which are listed on the SYC Fundraising Request Form. The SYC office staff will help with fundraising platform setup as appropriate.

1. SYC Office Staff will assist with advertising and marketing of fundraiser where possible (i.e., mass email blasts, SYC website, SYC’s newsletter “The Torch,” etc.)

2. Whenever possible, procurement of resources will be obtained through the SYC Procurement Specialist to receive a fair offer, quality product and applicable SYC discounts and tax savings through relationships with our vendors.

3. Web-based fundraising initiatives must be implemented through the SYC website or approved fundraising platforms where funds are deposited directly into SYC’s bank account. The Fundraising Request Form contains information on current platforms that SYC uses.

4. For large raffles or other products, the SYC Procurement Specialist will obtain or approve bids and/or determine market value.

5. For spirit wear fundraising, design must be approved by the commissioner and fundraising committee.

6. Provide SYC contact information to donors (where appropriate).

7. Provide SYC thank you notes to host companies and individuals (as appropriate).

1. Upon completion of an approved SYC fundraising event, the Fundraising Coordinator must ensure all fundraising revenue is earmarked to be deposited directly into the SYC bank account.

2. Links provided by the SYC office for funds collection from approved fundraising platforms will automatically be deposited into the SYC bank account.

3. Cash and checks (made out to “SYC”) must be delivered in-person to the SYC General Manager along with the completed deposit form within (5) business days using the SYC deposit form.

4. How to receive proceeds from your fundraiser:

   1. For SYC sports: the funds are added to your budget under Fundraising/Donation income.

   2. For individual teams: you may spend your fundraising proceeds by submitting invoices via email to the SYC General Manager for direct payment or reimbursement. An example could be tournament fees, team travel expenses, and equipment. Your balance will be maintained by the SYC General Manager and will need to be used in full by the end of the fiscal year (June 30th)

1. Adult supervision must be provided during 100% of the fundraising event.

2. Safety of our Club members must be always enforced.

3. Any SYC athlete involved in performing the fundraiser should be in an authorized SYC uniform, properly worn, and must display courtesy and sportsmanship that is expected in SYC.

4.  Items recognized by local, state, and federal law to be illegal for minors to use or consume such as alcohol, cigarettes, and vaping products may not be included in any fundraiser.

1. The Fundraising Coordinator must ensure that fundraising participants conform to the requirements of this policy and the recommendations made by the SYC Fundraising Committee.

2. For a list of fundraisers SYC has completed in the past, see Past Fundraising. While not all inclusive, it provides a summary of fundraising efforts.