Greater Odenton Catholic Community High School Youth Group Fundraising Guidelines Youth group events cover a wide-breath of activities, some of which can be expensive to attend. Because of this, it is necessary at times to fundraise in order to make the events more cost friendly for families.

FUNDRAISING

Work camps and conferences are usually responsible for the need for fundraising. These events are very expensive to attend due to the higher registration costs (which usually include most meals and lodging) and travel expenses.

We want to: • have fun while fundraising • have the group working together to make events affordable • build community • raise money, reaching or exceeding our goals • give the group a sense of pride and accomplishment

With the joining of the Church of the Holy Apostles and St. Joseph parish communities, there is need for a common understanding on how fundraising activities will proceed going forward. These written guidelines are meant to notify parents and teens on the approach and expectations to avoid any erroneous assumptions or misunderstandings to occur during the year.

We don’t want it to be: • tedious, draining volunteers • accomplished by the efforts of only a few people • a source of resentment • unsuccessful • the dominate focus of youth group gatherings

Our number one goal is to raise funds in the most efficient manner in order for it not to consume the calendar or the time of parents and leaders. We want to get the most “bang for the buck,” conducting as few fundraisers as possible. It is not our desire to exclude any teen from attending an event for financial reasons. Scholarship opportunities will be sought when available and financial assistance from the parish given when needed and funds are available. However, individuals requesting financial assistance will be asked to cover some portion of the costs; this amount will vary according to the event and the individual’s circumstances. It may not be possible to provide assistance for each and every request. A record will be kept of all requests and amounts granted. It is our desire to be as transparent as possible with regards to the amount of funds raised and distributed. However, in order to be sensitive to privacy issues, especially in the case of financial assistance requests, the detail provided to the group may be limited. Full disclosure is made to the Pastor and the Business Manager. Based on an analysis of the fundraising activities for last year, both in cost and time/effort, the following guidelines are being implemented for the 2014-2015 year:

Youth Group Fundraising Guidelines 1. Budgeting: The Coordinator for Youth & Young Adult Ministry will request funds from the parish (i.e. the Pastor with input from the Business Manager and Finance Council) during the budget process to help fund planned youth group activities (such as work camps, conferences, transportation to local events, etc.). Fundraising goals will also be included in the budget proposal. After the budget has been approved, any unforeseen event opportunities that arise during the year will be discussed with the Pastor for possible parish participation and additional funding. 2. Payments for Events: Once an estimated cost for an event has been established, a payment schedule will be communicated to the participants. Estimated costs will be as accurate as possible, but on the conservative side. All partial payments should be timely and each event must be paid for in total before the final event payment deadline (unless an extension is granted for financial hardship). Any deposit or payment designated as “nonrefundable” must be made by the individual. Fundraiser money will not be used to cover non-refundable payments. 3. Number of Fundraisers: It is at the discretion of the Coordinator for Youth & Young Adult Ministry as to how many fundraisers will be held, considering need, the success of fundraisers already completed, the remaining fundraisers planned for the year, and the parish calendar. a. Any event costing each participant $80 or less will not have a fundraiser. b. Of the money the St. Joseph group raised last year, it was mostly attributable to two fundraisers: the Craft Fair/Wreath Sales (26%) and the Purse Bingo (66%). Therefore, these fundraising events are on the calendar for FY15. Additional fundraisers may be added as needed. c. The Fish Fry, a six week event, netted a profit of less than $200 last year. However, as it is a long-established Lenten tradition at St. Joseph’s, it will continue for 2015. But, it will be marketed mostly as a community event and a service to the parish. The Fish Fry menu and cost will be re-examined closely this year for possible changes. 4. Participation: All members are expected to help out in making the fundraisers a success, whether or not they directly benefit from the funds raised. Teens are expected to “pay it forward” with their service to the event in need, knowing that others will do the same when an event they are participating in requires fundraising. 5. Allocation of Funds Raised: Each fundraiser will be designated to benefit a particular event; priority will be given to work camp as it is the most expensive event. a. Individual accounts will not be maintained for fundraising. All funds raised are assets of the group, not the individual. b. All funds raised will first go toward shared group event costs (such as chaperone costs, transportation, gas, etc.) not funded by the parish and then to other non-registration fee costs (e.g. t-shirts, free day activities, meals, etc.) c. It is at the discretion of the Coordinator for Youth & Young Adult Ministry, with the approval of the Pastor and Business Manager, to use any excess funds toward individuals’ registration costs (other than non-refundable payments) based on the individual’s participation in fundraising and/or parish service OR to finance assistance to individuals in need or to roll funds forward to the next fundraising event.