a. Team Finances
i) All team officials and members of HPMHA shall follow this policy.
ii) All financial and fundraising activities of High Prairie Minor Hockey teams shall be governed by High Prairie Minor Hockey Association.
iii)All other teams’ funds shall be processed through the main HMPHA account via the Treasurer. No other bank account shall be used.
iv) All financial transactions, including fees paid by parents, fundraising activities, donations made by sponsors and all expenses are made under the authority of HPMHA.
v) All funds held by teams are the property of HPMHA and shall be managed in accordance with the guidelines and policies of the association. Gaming revenue may be subject to additional restrictions as directed by the Alberta Gaming & Liquor Commission (AGLC).
vi) All HPMHA teams shall, upon request, supply the parents/guardians of the players and/or the Board with a financial statement of team operations.
vii) A complete mid-season accounting of all monies received and expended to date, using the financial template provided by the HPMHA, must be submitted to the Treasurer no later than January 15 of the current season.
viii) A complete accounting of all monies received and expended must be submitted to the Treasurer no later than March 31 of the current season, using the financial template provided by the HPMHA.
ix) All unexpended monies shall be turned over to the HPMHA no later than March 31 of the current season. An application in writing may be made to the Executive for the unexpended funds. Following the Board’s approval, funds may be returned to the group for approved expenditures.
x) Team officials will be responsible for any shortfalls incurred by the team. HPMHA will not cover any losses. Any such losses will be recouped by HPMHA from team officials, and other means available. HPMHA will not be held responsible for any losses or liabilities incurred by any team as a result of its fundraising activities.
i) Fundraising shall be a team activity and responsibility. HPMHA recognizes the desire for individual teams to participate in fundraising activities to defray the costs of tournaments, team travel, etc. Teams and individuals that undertake such activities are representing HPMHA (intentionally or not) and are therefore subject to HPMHA guidelines and accountable for their actions;
ii) Fundraising shall be kept to a reasonable level for justifiable hockey team expenses;
iii) The HPMHA Treasurer must be made aware of all fundraising activities using the provided HPMHA Fundraising Permission Form. The following fundraising activities are authorized by the HPMHA with the appropriate approved event sanction in place; however, the Fundraising Permission Form must be utilized and approved before any of the following fundraising activities commence:
- Bottle Drives
- Volunteer work in exchange for financial contributions to the team
- 50/50 sales during games (with AGLC license)
- Raffle ticket sales (with AGLC license)
- Product sales (i.e. chocolate, meat, Moms Pantry, Regal catalog sales, etc.)
- Program advertising;
iv) Any fundraising events not mentioned above must be approved by HPMHA. Appropriate licensing/event sanction must be in place before teams will be allowed to proceed;
v) Certain activities, such as raffles, require approval and licensing by AGLC. It is the responsibility of the team to ensure that all licensing is obtained and all AGLC requirements are met;
vi) Funds raised through AGLC Licenses can ONLY be spent on AGLC approved expenditures (ie. tournament entry fees, ice rental fees, referee fees). Gaming funds cannot be used for team apparel.
vii) All proceeds from fundraising must be properly accounted for and shall only be spent to support team expenses including tournament entry fees, team travel (bus rental), and lodging for players & team officials;
viii) When winding down the team finances at the end of the season, teams are not permitted to pay parents out of team funds more than what they have contributed in cash (ie. team fees or seed money). Fundraising shall not be for individual gain;
ix) Excess fundraising shall be turned over to the association at the end of the season. These funds may be designated for specific purposes upon request and approval of the Board.
x) Tournament Proceeds:
i) Refer to Policy 10 - Hosting a Tournament
ii) Any and all monies regardless of their origin, whether they were generated before, during or after a tournament date, if they were obtained in association with tournament activities shall be subject to policy 13(b)(ix)
xi) Donation Solicitations:
i) Soliciting funds from businesses includes donations of cash, products or services, as well as paying for advertising or promotions.
ii) Any team soliciting donations on behalf of HPMHA must issue receipts for any donations received.
iii)Businesses who have provided funding to HPMHA in the form of jersey sponsorship should not be solicited for additional funding by teams.