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[JJE: Fund Raising Activities]

The Board recognizes that students, parent/ teacher organizations, athletic groups, staff and others may wish to engage in fundraising activities to support the programs or offerings provided by the Manchester School District.

Since the general public may see such fundraising efforts as carrying the endorsement of the Manchester School District, all such fundraising activities require the prior approval of the Superintendent and/or his/her designee.

Fundraising activities governed explicitly by the policy include, but are not limited to, GoFundMe, Donors Choose or other similar web pages, cookie dough, candles, raffles, auctions, restaurant/vendor discount cards, book sales, sponsorships, walk or read-a-thons, or any other type of solicitation. This policy shall not apply to bake sales where the anticipated revenue will not exceed five hundred dollars ($500.00). Crowd-funding by employees on behalf of the District is governed by Fiscal 108.1.

The Superintendent shall have the authority to impose conditions, limitations or restrictions on such fundraising activities in addition to the requirements of this policy as is deemed warranted or as dictated by accepted accounting standards and practices. Notwithstanding, the following conditions shall apply to all such fundraising activities: 

1.      No cash incentives shall be paid to any student or employee of the Manchester School District (including family members) in recognition of such fundraising activities.

2.      No student will be mandated to fundraise or sanctioned for non-participation in fund-raising.

3.      No non-cash incentives with a value in excess of $50.00 shall be given to any employee or student of the Manchester School District (including family members) in recognition of such fundraising activities.

4.      All proceeds generated from such fundraising shall be deposited in compliance with Fiscal123: Cash in School Buildings.

5.      To the extent that the fundraising activities involve the sale of any merchandise, restaurant/vendor discount cards, books, or any other thing of material value, a record shall be kept as to the specific amount or number of items received by each individual engaged in such fundraising and total amount or number of items sold and/or returned by each individual engaged in such fundraising.

6.      No employee or student or organization associated with the Manchester School District shall be allowed to personally retain any item or proceeds secured or generated from such fundraising without the prior disclosure and approval of the Superintendent or his/her designee.

7.      To the extent any individual, company, vendor or sponsor receive any of the proceeds (remuneration) from such fundraising activities, the terms and conditions for the receipt of such remuneration (and amount if known) shall be fully disclosed before approval by the Superintendent or designee.

8.      At the conclusion of any fundraising activity, a full accounting shall be made to the Superintendent or the designee including the total amount of money raised, any payments made to any individual or third party from the proceeds, and the net amount of the proceeds received by the Manchester School District.

9.      For Athletics related funding raising, the Building Principal or his/her designee shall be responsible for ensuring compliance with this policy and any terms and conditions imposed by the Superintendent.

10.  For non-sports related funding raising, the principal of the school receiving the primary benefit of the fundraising, or such other person as may be designated by the Superintendent, shall responsible for ensuring compliance with this policy and any terms and conditions imposed by the Superintendent.

11.  The Superintendent shall have the authority to deny any fundraising activity he/she determines to be inappropriate or inconsistent with the shared community values of the Manchester School District.

12.  The Principal will maintain a file of all fundraisers and a separate copy will be maintained at the Superintendent’s office.

13.  Any contract entered into without the express permission of the Superintendent is void. 

For Athletics related fund raising, the Building Principal or his/ her designee shall be responsible for ensuring compliance with this policy and any terms and conditions imposed by the Superintendent. For non-sports related group funding raising, the principal of the school receiving the primary benefit of the fundraising, or such other person as may be designated by the Superintendent, shall be responsible for ensuring compliance with this policy and any terms and conditions imposed by the Superintendent.

Fundraiser Cards/ Books:  To the extent that the fundraising activities involve the sale of any merchandise, restaurant/vendor discount cards, books, or any other thing of material value, a record shall be kept as to the specific amount or number of items received by each individual engaged in such fundraising and total amount or number of items sold and/or returned by each individual engaged in such fundraising. The following steps must be in place: 

1.      A detailed plan of how the fundraiser will be run, what will be purchased, dates of the fundraising event(s), the company partnering for the fundraiser must be submitted to the Principal and the Superintendents or designee before any fundraisers can begin. The plan must include all the details from the fundraising partners. 

2.      All money collected from any fundraiser must go to the program for the students. There can be no payoffs for participation from vendors to students and/or coaches/advisers. 

3.      All money that is collected (cash and checks) must be secured as soon as possible and deposited within 24 hours of receipt. This secured location should have limited access to others.

4.      Each group or team must have a bookkeeping plan of how money collection will be tracked for each student. There must be a detailed system of how many cards or items are being sold by each student, how many were returned, and how many were unaccounted for. 

5.      No prize cards, cash grabs, etc. are permitted under any circumstances. Students may not profit individually from the sales of any fundraising items. No end of the year "gifts/ gift cards" can be given to staff/coaches with these funds. 

6.      Teams/groups must meet with the fundraising vendors to make sure they understand this. 

7.      Clear guidance must be provided to students and families outlining that students must refrain from selling door-to-door. Students should be encouraged to sell to families and friends. 

8.      The coach/adviser is responsible for the collection and bookkeeping of the funds relative to the fundraising of their program. 

9.      No coach/adviser may sign contracts with any vendor. Such contracts should be processed through the Superintendent’s office or their designee. 

10.  Any fundraiser collecting over $5,000 should comply with Fiscal 127: Gifts/ Donations for a public hearing.

Athletic Boosters/Parent Teacher Groups (PTG)/ Parent Teacher Organizations (PTO)/ Parent Teacher Associations (PTA), booster clubs and other organizations fundraising with students of the Manchester School and on behalf of programs or schools in the Manchester NH School District will enter in a Memorandum of Understanding with the School District at the start of each school year to outline expectations and obligations This MOU will include any proposed crowd-funding campaigns expected throughout the year, and may be amended as necessary for an unanticipated campaigns started during the school year.

All fundraising proceeds (purchases and/or physical items) that are obtained as part of any fundraising projects to benefit the Manchester School District will be an asset of the district.  

When funds are raised and the original purpose of the use of the funds is either exhausted or unavailable, such funds should revert to the student activities fund or other fund as designated by the Building Principal or designee.

References:

Fiscal 123: Cash in School Buildings

Fiscal 108.1: Crowd Funding Policy

History: Revised from 12/10/01, 1/14/2019,

First Reading Coordination:  April 19, 2023

Second Reading and Approval BOSC May 8, 2023