Fundraiser Policy and Procedure

1. CABC has, for a number of years, had policy on fundraising that takes place under the auspices of the Church. There are a number of reasons for this, some of which include: to give legitimacy to the specific event, ensure the need for the event, prevent excessive number of events, and to allow scheduling which minimizes conflict with other Church events (fundraiser or other).

1. Application for all fundraising events will begin by filling out a “CABC Fundraising Approval Request Form”, found on the church’s website, with as much advanced notice as you can provide. We request a minimum of 45 days prior to announcing the fundraiser, which allows time for approval and creation of media needed to promote the fundraiser or event. This includes fundraisers which benefit a specific fund (i.e. Youth Group) or ministry.
   1. 1. A copy of the Fundraiser Policy will be provided to the Applicant for review or can be found at christabc.org/fundraiser-policy-and-procedure/. Please check the box on the online form indicating that you have read and accept the conditions of CABC fundraiser Policy and Procedures
      2. The Administrative Assistant will give first approval of fundraiser by verifying that the date of the fundraiser is acceptable.
      3. There may be only one request date listed for each fundraiser per form. I.E. if you are requesting multiple sandwich sales per year, each must be written up on a separate Request Form.
      4. The Administrative Assistant will then submit the request to the Chair of the Deacons to bring before the Board of Deacons for a decision on your fundraiser request at their next scheduled meeting. Deacons generally meet the fourth Tuesday of each month.
      5. Approval is determined by date and facility availability, the number of current fundraisers/collections/offerings happening, and other considerations.
         1. 1. Ministries are asked to limit the number of fundraisers in a given calendar year to three.
            2. To avoid excessive fundraiser activity, the general limit on the number of concurrent fundraisers across all ministries will be three. This may be expanded by the Board of Deacons based on seasonality, type of fundraisers, start dates of each, or other reasons.
      6. Directly following the meeting, the Chair of Deacons will return the signed request form indicating whether the fundraiser was approved or denied to the Administrative Assistant.
      7. Administrative Assistant will follow up by contacting the Applicant of the Board’s decision.
      8. Once Applicant is informed of approval, he/she can fill out the Event and Media form (found on the CABC website) to ensure that proper promotion is made available.
         1. Fundraisers will not be promoted at the church doors (whether through inside or outside greeters), with bulletin inserts, or at the Welcome Desk.
         2. Fundraiser flyers can be put in mailboxes and made available at the church store.
         3. Any outside signage at CABC for a fundraiser should be approved by church leadership.
2. All funds received from the fundraiser will be submitted to the Church bookkeeper in a timely fashion.
   1. This means immediately after a one-time event. (i.e. spaghetti dinner) or
   2. Weekly if the event is longer than seven (7) days.
3. Payment for expenses incurred by the fundraiser will be reimbursed by check from the bookkeeper and not from monies received from the fundraiser. It is important to accurately track receipts and expenses to eliminate any concern about impropriety, evaluate success, aid in future planning, and ensure proper credit is given where needed.
4. The Board of Deacons will oversee and make necessary decisions regarding fundraisers, including the number, nature, timing, and purpose of each. The bookkeeper will provide assistance as required.