31/03/2011
FUNDRAISING POLICY
DEFINITION
Fundraising is defined as ‘any voluntary contribution to school funds’. ‘Voluntary contribution’ may be as a result of spontaneous donation/s or organized fundraising campaigns.
FUNDAMENTALS
Fundraising is an integral part of the school’s community life.
This policy applies to both the College and the Preparatory.
Fundraising is an operational function of the school and may not be undertaken without the express permission of the specific Sectional Headmaster.
The Sectional Headmaster must table a request to undertake any and all fundraising drives at a meeting of the school’s Finance Committee.
Fundraising should have as one of its primary objectives the development of co-operation amongst parents and other members of the school community.
Fundraising should not impact negatively on the good name of the school.
The giving of time, money, goods and services should be an entirely voluntary act on the part of the school community, and at no time should any group or individual feel coerced or pressurized into participating in any fundraising initiative.
Fundraising should be sensitively handled and centrally co-ordinate, so that every attempt is made to ensure that the school and wider community does not suffer from ‘donor fatigue’ or that the school’s resources are not placed under strain.
Fundraising must be done within the constraints of the broader St Benedict’s School Community and many not include, for example, street collections and collections in other public places such as shopping centres etc.
FUNDRAISING COMMITTEES
As a general rule, fundraising activities may be conducted by one of three bodies in the school:
The Board of Governors;
Parent Support Groups (PSG’s) who support a particular sporting or cultural activity within the school;
Grade Fundraising Committees (GFC’s) who raise funds for a particular activity or drive linked to a specific grade.
PSG’s and GFC’s who wish to undertake fundraising are to constitute a Fundraising Committee. The duly-elected Chairperson of this Fundraising Committee and a sectional specific Deputy Headmaster assume joint responsibility and accountability for all fundraising drives of the Committee.
Powers and functions
Whilst the Headmasters have day-to-day management of fundraising in the school as part of their executive function, the Board of Governors carries the ultimate responsibility for determining the scope of fundraising in the school.
Through their Deputy Headmaster and Chairperson, all PSG’s and GFC’s are accountable to the Executive Headmaster, the school’s Finance Committee and the Board of Governors.
All proposed fundraising activities and events must be approved by the Executive Headmaster before commencement. The Board of Governors, through the Executive Headmaster, may choose to disallow requests for fundraising in the school at large.
The PSG and GFC Fundraising Chairperson and/or associate Deputy Headmaster will obtain the approval of the Headmasters for extraordinary fundraising requests that fall outside the agreed ambit of the Committees’ functions and authorities.
CORE VALUES
All PSG and GFC Committees will be committed to and will recognise the following core values as they pertain to fundraising for the school:
The interests of both schools will always be paramount in all fundraising decision-making.
The PSG’s and GFC’s will work through their respective Chairpersons and the associate Deputy Headmaster who in turn will report to the Headmasters, Executive Headmaster and the Board or Governors.
Parental views and pressure may be regarded and considered but will not be given preference over the goals and aims of the school at large.
Parental support and involvement is recognized as being very important to the success of all school fundraising and as such every effort will be made to create trust and synergy between the PSG’s and GFC’s and the associate parent base.
The objectives and activities of any Fundraising Committee will be entirely transparent.
Fundraising objectives of PSG’s and GFC’s will be targeted and made as specific as possible to solicit support from the parents whose sons are involved in the specific activity or grade for which funds are being raised.
The fundraising objectives of GFC’s should remain limited to the specific section of the school in which that grade is located.
With the approval of the Executive Headmaster, the fundraising activities of PSG’s may be cross-sectional on condition that both school benefit from the funds raised.
FINANCIAL CONSIDERATIONS
Under no circumstances may any PSG or GFC open its own banking account. All funds raised are to be paid directly into the school’s banking account through the Finance Office. (This ruling may be waived when a fundraising drive has a long-term, high expenditure goal which may necessitate fundraising across more than one financial year. Such an arrangement must be approved by the Executive Headmaster, the Bursar and the Board of Governors).
When a PSG or GFC wishes to draw against funds raised, permission of the sectional specific Headmaster is required. A minimum of two day’s notice must be given to the Finance Office.
Allocation of funds raised is at the discretion of the PSG or GFC which has raised the funds. This, however, must be communicated to the Headmaster of the particular school in which the activity takes place, the Chair of the Committee and the Executive Headmaster.
The Executive Headmaster and Board of Governors, at their discretion, may task an individual or a group to raise funds for a specific project.
Fundraising by other individuals (e.g. Overseas Tours, Matric Dance Committee, Grade 12 and 7 Fundraising) is permitted with the express permission of the sectional Headmaster, and must take place under the following conditions:
The activity does not target a school-wide or grade-wide group without the Executive Headmaster’s permission.
It is not compulsory for students and/or parents to participate in the activity.
ALLOCATION OF FUNDS
All funds raised will be accounted for before any allocation takes place.
Disbursement of funds will be according to the school’s priorities list for capital development. All disbursement will be ratified by the Board’s Finance Committee.
Signatories to any movement of monies are any two of the Headmasters and School Bursar.
In the event of a group or an individual choosing to allocate a donation to a specific project or activity, this will be honoured, and the Board will be informed of the donation and its destination. Whilst donors may identify a specific group or project as recipients, they may not dictate any other conditions. No advertising space – physical, digital or print – may be offered in exchange for a donation without the express permission of the Executive Headmaster and the Board of Governors.
CHARITY
A percentage of every fundraising initiative, activity or drive be allocated to a worthy charitable cause. This amount should be decided upon by the PSG or GFC involved, at the outset of the project. A minimum donation of 10% is mandatory. The Board should be kept informed of such decisions
