Before commencing on any fundraising scheme please check the Scout
associations website for any amendments to the recent POR rules (see
Appendix 1)
All Fundraising Activities
For all fundraising activities, records must be kept which include the following information
- The events purpose
- The date
- The location
- Who was there
- Total of what was given
- A list of any expenditure with receipts
This information should be signed by two of the organisers and given to the Group treasurer.
NO MONEY SHOULD EVER BE KEPT BY SOMEONE WHO IS NOT A 4TH ASHBY LEADER OR COMMITTEE MEMBER. This is for insurance purposes.
Donation Buckets
If collecting using Donation Buckets, they must be
- Sealed before the event and not opened until it is in a secure location and with two of the organisers
- Labelled with 4th Ashby Scout Group (charity no: 1125053) and the dual reason of the fundraising event and 4th Ashby Scout Group. This means that any money raised is not ring-fenced to a specific activity, but also to the development of the group. This is in case something happens and the event has to be cancelled.
- Money is to be recounted by a member of the 4th Ashby Board of Trustees to confirm the amount. They will then take this and include it in the group’s accounts.
These donations can be included in the
Gift Aid Donation Scheme if there has been no donation of £20. If this
has occurred, please make a note and inform the Treasurer. The Treasurer
will manage the gift aid claim in the Group's Gift Aid claim.
Sponsorship
If a sponsored activity is to be run, consider using a third-party
scheme such as Justgiving, as the organisation can manage gift aid. If
this is not possible, then please create a sponsorship form that has the
following on it
- 4th Ashby Scout Group (charity no: 1125053)
- Reason for the event
- Whether this donation can be gift-aided
Gift aid information can be provided for the event. However, all
records and donations are to be handed in and counted by the treasurer
and two of the event organisers to agree amounts, and then the gift aid
will be claimed by the Treasurer within the group's gift aid claim.
Extra Information
- Gambling/Lottery Activities – there are specific rules surrounding this type of activity, and regulations should be checked before anything is commenced.
- Bag Packing – the Scouts' insurance covers this activity
Leftover Funds and/or Funds for permanently cancelled events
If 4th Ashby has raised funds (via fundraising means not parents paying
for the event) for an activity that has had to be cancelled or of which
too much has been raised, clear evidence of these figures will be put
into the Groups yearly accounts and demonstrated that this money has
gone towards another activity/piece of equipment for the benefit of the
children.
Please ask your leader, GLV, or the group treasurer if you have any more queries.
Appendix 1:
- Rule 3.55 Fundraising
- Rule 3.56 Joint Fundraising Projects
- Rule 3.57 Fundraising and the Law
- Rule 3.58 Lotteries and Gaming
- Rule 3.59 Appeals for Funds
- Rule 3.60 Professional Fundraisers