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FUNDRAISING/RECRUITING EVENTS:

Authority

Administrative Regulation and Procedure 6.26

General 

The purpose of the fundraising/recruiting event is to raise money for a program, to promote the program through community service and/or assist in student athlete recruitment to benefit students of the District.   This procedure does not apply to Associated Student Body or Organized Student Club events or for normal fees and revenues unrelated to fundraising collected by the College.

Before a fundraising event occurs, it must have established an account with the West Valley-Mission Advancement Foundation and be approved in accordance with these procedures.

Accounting for deposit of proceeds and related event expenditures must follow procedures established for the Advancement Foundation as well as District and College policies, regulations and procedures.  

All fundraising/recruiting events must be approved by the Department Chair and reviewed by the Vice President of Administrative Services for compliance with District policies, regulations and procedures and this College procedure.  The events also require compliance with West Valley-Mission Advancement Foundation policies and regulations.

 

This procedure applies even if a portion of the revenue generated by the activity is donated or used to support a College program as distinguished from a program’s fundraising activities conducted to directly benefit College programs.

 

Intent

Fundraising to benefit college programs, services, and students is a fundamental activity.  The funds generated from these activities are often vital to the quality and vitality of many programs and services.  Therefore, it is in the best interest of the College to have procedures that encourage and assist successful fundraising activities while providing reasonable requirements to insure fiscal and statutory responsibility.

This procedure is intended to fix primary responsibility for fundraising events on the individual(s) in charge of the event.   Approval by the Department Chair or Director and review by the Office of Administrative Services does not relieve the applicant of primary responsibility for compliance with District and College policies, regulations and procedures and implementation of internal controls necessary to ensure that funds raised are properly safeguarded, deposited, and accounted for, and that disbursements are supported by original documentation as to purpose, including invoices, receipts, and proof of delivery.

Use of Facilities

Events using College facilities shall comply with CP 6.24 Rental of Facilities. 

Initial Application

A written memo describing the fundraising/recruiting event must be submitted by the applicant to the Department Chair or Director.  The memo should include:

·        A budget that identifies costs and projection of revenues to be raised and use of the funds. Estimated costs for the fundraising activity must consider any extraordinary facility and staffing costs for the activity such as custodial, security, equipment and facility restoration/repair costs necessitated by the activity. 

·        Description of how the costs will be paid.  Payments for materials, supplies, or personnel must be paid for through the regular fiscal processes of the West Valley-Mission Advancement Foundation and the District rather than directly from the collected revenues of the event. Costs will not be paid for from the general fund budget.

·        Description of any related party interests (e.g., direct or indirect interest of vendors, outside groups participating in the event, or recipients of fundraising proceeds).

·         If there will be a gift in-kind exchange, the memo should include a detailed list of what the program will be receiving as well as the date by which the item is to be received.

·        Descriptions of the internal controls that will be used to ensure that all funds collected are deposited.  Examples of controls are pre-numbered tickets, two persons counting cash, cash register tapes, beginning and ending inventory counts, et cetera. Cash collections should be documented by the issuance of tickets or receipts.  If the use of tickets or receipts is not practicable, other internal controls must be utilized (e.g., inventory counts for sales of beverages and snacks multiplied by sales prices and reconciled to cash collections).

·        Identification of the individual who will be responsible for compliance with the internal controls and who will be in charge of all aspects of the activity. 

·        Description of how the individual in charge will maintain, through proximity and range of communications, immediate supervision and control of the activity.

·        Identification of individuals who will have authority to request disbursements from the West Valley-Mission Advancement Foundation.

·        Signature of the requestor and the individuals who will be responsible for compliance with internal controls and who will have authority to request disbursements from the West Valley-Mission Advancement Foundation. 

Approval  

The Department Chair or Director shall review the application for:

  • Compliance with this College procedure and that the event complies with District policies, regulations and procedures.
  • That the event does not conflict with previously scheduled events on the College master calendar.

If acceptable, the Department Chair or Director shall sign the memo and forward to the Office of Administrative Services. 

Review

The Vice President of Administrative Services or designee will review the application memo for: 

  • Compliance with this College procedure.
  • Adequacy of proposed internal controls.
  • Event compliance with District policies, regulations, and procedures.  

If acceptable, the Vice President of Administrative Services or designee will:

  • Sign the memo.
  • Retain a copy of the memo.
  • Forward a copy of the memo to the applicant and the Department Chair or Director.
  • Forward the signed original memo to the West Valley-Mission Advancement Foundation.
  • Schedule the event on the College master calendar.

Event Proceeds 

 

All revenues collected through an authorized fundraising event must be deposited directly into the appropriate Foundation account.

 

Related Expenditures

 

Costs associated with the fundraising event must be paid by the program operating the event.  Under no circumstances are the expenses to be paid from cash proceeds prior to depositing such proceeds in the Foundation account.  This is to ensure that all revenues and expenditures are properly accounted for and approved.

 

Disbursements of Funds 

 

  • Request for Disbursement

    A request for disbursement of funds from the West Valley-Mission Advancement Foundation account must be prepared by the individual designated in the application memo on forms required by the Foundation.

    A request for disbursement of funds from the West Valley-Mission Advancement Foundation account must be prepared by the individual designated in the application memo on forms required by the Foundation.

    The check request, signed by the designated individual, must be provided by the requestor to the Department Chair or Director approving the event together with supporting documentation, invoices, proof of delivery, and, if not evident, a memo describing the purpose of the disbursement.

 

  • College Review of Request

    The Department Chair or Director will review the check request for compliance with this College procedure, District policy, regulation and procedure, and compliance with the purpose described in the approved application memo.

    The Department Chair or Director will review the check request for compliance with this College procedure, District policy, regulation and procedure, and compliance with the purpose described in the approved application memo.

    If acceptable, the Department Chair or Director will sign the check request and forward to the West Valley-Mission Advancement Foundation.

Check Processing 

 

The check request will then be processed in accordance with Foundation policy and regulation.

 

Primary Controls

 

  • Events are required to have internal controls described.
  • Responsibility for implementation of internal controls is defined.
  • Department Chair or Director approval and Vice President of Administrative Services or designee reviews fundraising event for compliance with applicable policies and procedures.
  • Department Chair or Director review disbursement requests and forward directly to West Valley-Advancement Foundation.
  • Events are scheduled on College master calendar.
  • West Valley-Advancement Foundation requires approvals prior to establishing an account or disbursing funds.

Compliance Audits

 

Compliance with District, College, and Foundation policies, regulations and procedures are subject to audit by the District external and internal auditors.

 

Changes to Procedures

 

Changes to this procedure must be approved by the College President with notification to the Vice Chancellor of Administrative Services, and the Dean of Advancement of the West Valley-Mission Advancement Foundation.

 


 

ENDOWMENT OPPORTUNITIES:

        The Advancement Foundation actively raises funds for capital and program needs of the West Valley-Mission Community College District which are not covered by government funding. West Valley College and Mission College are part of the California Community College (CCC) system, the largest system of higher education in the world now serving 1.4 million students -- 10% of our nation’s students in higher education.

        It has come to light that private gifts from individuals, businesses, foundations, and associations will play an increasingly important part in financing technology, program, and capitol needs critical to the education of students and local economic competitiveness. 

         Persons or groups interested in providing tax deductible gifts may choose to give support for immediate needs or provide an endowment to benefit current students and generations to follow.

         Gifts in the amount of $10,000 or more may be utilized to establish a permanent endowment fund. Once endowed, only the fund’s earnings are awarded each year, leaving the principal intact to serve future student needs. A brochure will be created detailing the  intent and  application procedures of your endowment and your endowment funds will be featured in an article in our semi-annual West Valley-Mission Community College District newsletter. 

         Your gift may benefit a specified program or contribute towards a general endowment. Gifts will be recognized with naming opportunities and an annual reception will be held to update you on the use and growth of your funds. You may establish an endowment with donations of:

                        1)Cash

                        2)Appreciated Stock

                        3)Life Insurance

                        4)Real estate

        For more information, please contact Cynthia Schelcher, Dean of Advancement at 741-2165.  She can furnish you with information about current college programs and future needs.

 

updated: 7/16/09