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Fundraising Guidelines

 

 

CMHA Fundraising Guidelines

FUNDRAISING CAP AND TEAM RETURNS?

Teams are permitted to raise to a maximum of $7,500 (or $20,000 for PeeWee AA only) each season through fundraising, sponsorship, and association wide efforts combined. If the team raises in excess of the maximum, teams may face repercussions. The Team Treasurer must provide a budget for the season to the CMHA Treasurer showing the amount the team expects to raise and on what the team expects to spend. This budget must be received by November 15th and will be reviewed by the board. If the budget is not received by November 15th teams will lose the right to fundraise. 

All money raised by the team must be used by the end of the season. A team may refund cash calls only and divide and distribute the excess cash call to the parents. All fundraising monies must be spent by the end of the season as this money cannot be refunded to parents.  Any excess remaining must be donated to a charitable organization of the team’s choosing or to CMHA’s “short-handed fund”, which assists underprivileged CMHA families with registration fees for hockey. 

 

WHEN IS A LICENSE REQUIRED FROM THE AGLC?

A raffle is a lottery where ticket purchasers pay for a chance to win a prize. Any time a person  pays a price for a chance to win a prize a raffle license is needed. 

 

 You do NOT need a licence or AGLC approval for:

  • Cash calls

  • Silent auctions

  • Bottle drives

  • Receiving donations/sponsorship

  • Free giveaway contests

  • Fundraising sales (almonds, popcorn, meat, etc.)

 

You DO need a licence for:

  • 50/50

  • Sports draft pools

  • Wine survivor

  • Gift basket draws (West Jet, toonie stick)

  • Wine/Liquor basket draws (no liquor license required)

  • Table draws

  • Squares board

HOW TO GET A LICENCE 

STEP #1:

Please contact the Fundraising Director at fundraising@chestermereminorhockey.com to take out an AGLC licence.  Your request for a licence needs to be given no less than 72 hours prior to your fundraising start date. The Fundraising Director is the only person authorized to take out an AGLC licence on behalf of CMHA or a CMHA team. The Fundraising Director will then send you a licensing guidelines document which will outline the information required to issue a licence.  

 

If you are planning a raffle that requires tickets to be printed, do not order the tickets until you have the licence. All printed tickets, whether you are creating them yourself or ordering from a company, are required to have specific AGLC information printed on them before being dispersed. (See Below guidelines under Raffle Compliance) 

 

STEP #2:

When you receive your licence please read it in its entirety as the raffle ticket inventory control procedures are attached and are required to be followed by AGLC  -  with no exceptions.  You will also receive a copy of the Raffle Terms & Conditions, total ticket value of $20,000 and less. 

 

These terms and conditions can also be found at: https://aglc.ca/sites/aglc.ca/files/2019-08/Raffle_Terms_and_Conditions-20000_and_Less.pdf   Please read this document in its entirety so you are familiar with what is expected. If you have any questions email the Fundraising Director fundraising@chestermereminorhockey.com to clarify. 

 

Important note: Licence amendments can take up to 3 days to be approved through AGLC.  Be sure of your information when requesting your licence from the Fundraising Director.

 

LICENSE FUNDS DISTRIBUTION

When a license is issued you will receive a compliance due date, this due date must be upheld, no extensions will be given. Team Managers must provide all items to the Fundraising Director. 

Teams must provide all items that are required by AGLC for the license type issued, this includes but is not limited to:

  • All fully completed licensing documentation

  • A copy of each ticket type printed

  • Ticket stubs of all sold tickets

  • All unsold tickets that were part of the approved licence

  • Receipts and invoices for any expenses 

  • Receipts and invoices for any prize costs

      -        Screenshots of the team bank account with records showing the e-transfer of any 

            expenses going back to the person who paid them

      -        Proof of e-transfer to the raffle winner(s), if applicable

 

The team manager must make arrangements with the Fundraising Director to provide the physical documents. Once the Fundraising Director has the required documentation it will be reviewed and verified. Upon verification that all required AGLC documentation is completed the Fundraising Director will email the team manager to initiate the e-transfer of the remainder of the funds from the licence ( the net proceeds) to the CMHA treasurer.

 

Upon receipt of the net proceeds e-transfer from the team:

==========

Example of net proceeds e-transfer from team: 

Gross Revenue = $1000

Prize Cost (if not donated)/Winner: $60

Expenses: $20

Team will email the treasure the net proceeds after payout of expenses, prize cost and winners = $920

=============

The CMHA treasurer will provide an e-transfer back to the team from the CMHA non-gaming account. This means that your team may use the funds for association approved expenses. The e-transfer will be provided to the team within 10 days.

Association approved expenses include, but are not limited to:

  • Team parties

  • Apparel (hoodies, track suits)

  • Team development

  • Coach/Year End gifts

If it is found that any of our teams are not getting the required licensing for their AGLC fundraising, it will result in your team's AGLC licenses being revoked.  

 

RAFFLE COMPLIANCE

If you are holding a raffle and using tickets there are AGLC requirements that need to be adhered to. These details can be found in the Raffle Terms and Conditions, Total Ticket value $20,000 and less, Section F 

 

Some examples are: 

Tickets are required to be in 2 parts as follows:

  • One stub kept by the team (except 50/50 draws) you must include: licence number, ticket number, buyers name, address and telephone number

  • One part given to the buyer (except 50/50 draws) you must include:

    •  Licence number

    •  Ticket number

    •  Team name and address (use rec center address 201 West Chestermere Drive)

    •  Ticket price

    •  Total number of tickets printed

    •  Location and date of draw

    •  Description and value of prize, 

    •  The notice “must be at least 18 years of age to purchase”.

 

50/50 Draws

If you are using squares instead of tickets please keep every board that you do, ensure that the licence number and ticket prices are included on your draw board. This information cannot be changed or adjusted at the time of 50/50 draw.

If you are using tickets, all unsold tickets, sold ticket stubs and the winning ticket must be kept. The winning ticket must also be clearly identified.  All tickets (sold, unsold and winning) must be handed into the Fundraising Director with your license by the compliance due date. Please note that if you are using squares to do your 50/50 draw you need multiple ink colors. A different color ink must be used for each price point.  If you are using tickets, each price point requires a separate ticket color or number series.

Example:

1 square for $2 – red ink/red tickets

3 squares for $5 – blue ink/blue tickets

 

Raffle Expenses (ie: ticket printing, marketing, supplies)

For the purpose of expenses each team is required to keep all invoices, receipts and/or other documents to support your final expenses. The total of these expenses must be recorded on the license and cannot be more than 30% of the approved total ticket value. These receipts must be submitted to the Fundraising Director with your license by the compliance due date.

 

Prize Raffles

Keep track of the starting and ending number of all tickets sold. If you have multiple sellers, keep track of ticket numbers sold by each seller.  Keep all tickets that are entered into the draw.

 

For example: If you have a raffle table with 10 prizes you will need 10 separate envelopes to hold all the sold tickets. On each envelope please clearly identify which item from the raffle the tickets are for, the licence number, and keep the winning ticket separate by attaching it to the front of the envelope. 

  

Prize Winners

A record of each winner must be kept and entered on the prizes paid out control sheet which is part of your licence. For each winner you must enter the following information: name, phone number, address, date and time of draw. Failure to provide this information can result in AGLC fines.

 

Ticket Inventory Control Sheet

Attached to each license is a financial form, ticket inventory control form, prizes paid out control sheet. All these forms must be filled out and returned by date specified. Forms provided can be filled out or you can create your own if you need more space. If using rolls of colored tickets make sure you track the starting ticket number and the number of the last ticket sold. If you have multiple ticket sellers you must track what ticket numbers are assigned to each seller. If you are making your own form, please ensure that you capture all the information from the AGLC template. Failure to provide this information can result in AGLC fines.

 

Ticket Sales

All sold and unsold tickets from a specific draw must be turned into the Fundraising Director at the end of each draw. Tickets sales can only be at the price or prices indicated and approved in the application for licence. Single tickets must be offered for sale. You are permitted to sell multiple tickets at one price; however, ticket buyers must also be given the option of purchasing only one ticket. You cannot sell over the amount of tickets approved on your licence. You are not required to sell all your tickets from the licence, but you can never go over. All Ticket requirements and sales can be found in detail in the Raffle Terms and Conditions, Total Ticket value $20,000 and less, Section F. 

 

General Info

Each licence must have and maintain rules to govern the conduct of the draw and the awarding of the prizes. They must comply with the Raffle Terms and Conditions. Rules shall be made available to ticket buyers if requested. The Fundraising Director will provide you with your specific raffle rules when you receive your licence.  A detailed list of all raffle rules can be found in the Raffle Terms and Conditions, Total Ticket Value $20,000 and Less, Section E.

 

 

ASSOCIATION GUIDELINES 

 

The Association must keep all raffle information, including sold tickets, unsold tickets, winners information, winning tickets for up to two years after the draw date, it is mandatory they are returned by your compliance due date.

 

Financial Information will be provided to AGLC by the Fundraising Director only.

 

Failure to follow any of the rules set out can result in restrictions to licenses being issued for your team as well as AGLC fines.

 

SPONSORSHIP

 

Should your team wish to seek sponsorships, please find the attached documents included in the email:

 

  • A letter template that you can use to send out to businesses asking for team sponsorship.

  • An invoice/thank you letter template that can be sent to businesses once they have sponsored your team.

 

If you have any questions, please do not hesitate to contact the Fundraising Director at fundraising@chestermereminorhockey.com

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